Privacy Notice

This policy informs you how Halcyon Documigrate collect and manage data about you and why. As a business we take privacy and data management seriously and if you have any concerns on how your data is managed please contact office@documigrate.com

Halcyon Documigrate collects, uses and is responsible for certain categories of your personal information. When we do this we are the ‘processor’ of this information for the purposes of the UK Data Protection Act 2018, the General Data Protection Regulation (GDPR) and other applicable data protection laws.

Information collected by us:

• We may process data about your use of our website and services – known as “site usage data.” The site usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is in Google Analytics. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is contractual OR our legitimate interests, namely monitoring and improving our website and services.
• We may process information contained in any enquiry you submit to us regarding or services “enquiry data” this may include your name, email address, telephone number plus any details you provide to us to support your enquiry. The enquiry data may be processed for the purposes of contacting you either by phone or an email address provided by you to discuss further the legal services we offer. The legal basis for this processing is consent.

We may collect and process personal data about you as follows:

• Your name and contact details (including your address, email and phone numbers);
• Personal information that may be included in communications with us;
• Information you provide to us about any matter, which may include sensitive personal information directly related to a case;
• Details of goods and services that we provide to or receive from you, or that we are arranging to provide or receive from you;
• Payment information and financial information that relates to our relationship including bank details;

How we use your personal information

• We may disclose your information as necessary for the purposes set out in this policy;
• We may disclose your personal data to our insurers and other professional advisors as necessary for the purpose of obtaining and maintaining coverage, managing risk, obtaining professional advice and managing legal disputes;
• To comply with legal obligations to act in the public interest and uphold the rule of the law.

Legal Reasons We Collect And Use Your Personal Information

We must identify a legal basis for processing your data. We rely on a different legal basis depending on the data we are processing and the reason we are processing it. We rely on the following legal bases in these circumstances:

Consent

We use this legal basis in relation to marketing contact. You always have the right to withdraw your consent at any time. If you wish to withdraw your consent then please contact us by email: office@documigrate.com

• You can withdraw consent at any time
• In some cases you will give us consent to use your information in a certain way. If you have given us consent to use your data in a certain way, and we have no other legal basis for doing so, we will rely on your consent
• Consent will never be used as a lawful basis in relation to sensitive personal information

Legal Obligations

Complying with our responsibilities to regulators and under applicable legislation. Complying with obligations to HMRC regarding records keeping of our financial activity, including information relating to transactions, billing and payments

• Defending a legal claim or upholding the rule of law
• Complying with our legal obligations as an online service provider

Performance of a Legal Contract

Delivering services to you under contract and keeping you updated with changes or information relating to those services. Performance of any legal contract as a supplier or customer

• When we are processing information from you to arrange a contract between us, such as when you give us your details to enter into an agreement for services with us, and after that contract for work has been agreed between us
• We will process information that relates to the services we are providing you with, or receiving from you, that are bound by our engagement with you (legal contract)

Legitimate Interest

We rely on legitimate interest to train our staff so that they can provide an exceptional service to all our users.

• Our legitimate interest is to provide information to our users and contacts that will support their use of our services and that could be of benefit to them
• We may rely on a legitimate interest to process information. When we do this we will have assessed our legitimate interest to consider the rights and freedoms of the data subject

Who Will We Share Your Personal Information With?

We take client confidentiality very serious and will not share any information entered into any of our software or platforms unless required to do so by law. Other information we process we may share with:

• Professional advisers and consultants that help us to manage and achieve our objectives as a business, subject to there being an agreement confirming the way in which they will process your data after we have shared it;
• Training agencies that help us to develop our services;
• Our accountants and solicitors that are engaged by us to provide services required by law, such as filing financial information with HMRC;
• We will use third party data processors, such as software providers, in the course of running the business including CRM providers, email communication platforms, social media platforms and help desk management systems;
• We will use 3rd party hosting providers to provision and host our software and platforms;
• Storage and archiving providers to ensure your information is protected securely and backed up.

How long will we save your personal data?

• Enquiry data – will be held for a maximum of 18 months if the enquiry doesn’t progress into contractual relationship between us the personal details supplied will be deleted.
• Customer data and Correspondence data – We will securely store such data received under the terms of our usage contract for 6 months beyond completion of an individual case.

Your rights

Under the Data Protection Act 2018 and GDPR, you have several important rights that you can exercise free of charge. In summary, these rights are:

• Transparency over how we use your personal data and fair processing of your information (which includes the right to be given the information in this notice);
• Access to your personal information and other supplementary information;
• Require us to correct any mistakes or complete missing information we hold on you;
• Require us to erase your personal information in certain circumstances;
• Receive a copy of the personal information you have provided to us or have this information be sent to a third party, this will be provided to you or the third party in a structured, commonly used and machine readable format;
• Object at any time to processing of your personal information for direct marketing;
• Object in certain other situations to the continued processing of your personal information;
• Restrict our processing of your personal information in certain circumstances;
• Request not to be subject to automated decision making which produce legal effects that concern you or affect you in a significantly similar way.

If you want to exercise any of these rights, please contact us and let us know who you are and what right you want to exercise. We may need to ask for additional information regarding your identity, and we may also need some information from you on specific categories of data, types of processing activities or periods of processing activities that you wish to focus your request around.

• We will respond to you no later than one month from when we receive your request
• If you want more information about your rights under the GDPR please see the Guidance from the Information Commissioners Office on Individual’s rights under the GDPR

How To Make A Complaint

The General Data Protection Regulation gives you the right to lodge a complaint with a supervisory authority. The UK supervisory authority is the Information Commissioner’s Office who can be contacted at https://ico.org.uk/concerns/.

If you are a service user and we have made a contract with you by electronic means (website, email, etc.) you may be entitled to use an EU online dispute resolution service to assist with any contractual dispute you may have with us. This service may be found at http://ec.europa.eu/odr. Our email address is : office@documigrate.com.

We want to make the use of our web-based services easy, useful and reliable. To do this we sometimes place small amounts of information on your device. These include small files known as cookies. They cannot be used to identify you personally but they do make your experience as a visitor better.

Out of these, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website.

We also use third-party cookies that help us analyse and understand how you use this website. These cookies will be stored in your browser only with your consent. You also have the option to opt-out of these cookies but this may affect your browsing experience.

The cookies of which we are aware include:

From Google

PREF, __utma, __utmb, __utmc, __utmv, __utmz, NID, docsperf, rememberme, __qca, HSID, APISID, SID

These cookies provide us with information about the numbers of visitors and how they reached us, they also recognise location when used with Google maps and allow the pages to be liked using Google+.

We do not have control over the cookies deployed by Google; we are forced to accept them to take advantages of the services this company provides which we believe to be of value to our visitors – their privacy policy which governs their use of cookies can be found here.

General Cookie Advice

You can restrict or block the cookies used by the website through your browser settings but this will impact your user experience. The Help function within your browser should tell you how.

Alternatively, you can visit www.aboutcookies.org which provides directions on how to block cookies on all major browsers. This site also explains how you can delete cookies that have already been stored on your computer as well as general information about cookies.

You should be aware though that restricting cookies may impact on the functionality of the websites you visit.